Official UK procurement notice
ICT13733 Lost Property Office (LPO) System Replacement
Authority: Transport for London (Public body)
What is being bought
Published requirement descriptionThe TfL Lost Property Office (LPO) is an institution. The Baker Street office opened in 1933 and remained there for 86 years until it moved to Pelham in 2019. The Lost Property Service was initially provided for customers out of a sense of goodwill and propriety. Under the London Transport (Lost Property) Regulations 1971 legislation the importance of this service was recognised as it became a legal requirement. This is extended to cover bus services in the London Transport Act 1982 and taxis in the London Cab Order 1934.
Prior to April 2020 and the recent Covid-19 Pandemic the lost property office would receive upwards of 1200 items a day, which it must store and track. These items are held for 3 months during which time about 20% are claimed. After that time the unclaimed items become the property of TfL. These are either donated to charitable causes or auctioned off to recover some of the expense of running the LPO.
TfL’s reputation is known for two key elements: the reliability of its services, and its customer service. The LPO forms a key part of the latter. The LPO is such a well-established institution that customers expect this to be provided and beyond being a legal requirement, it is highly valued and regarded.
The failure to provide a fit-for-purpose functioning Lost Property Service would compromise TfL legally, and could damage our reputation.
Sherlock is the current computer system used to manage lost property when it arrives at the Lost Property Office (LPO) in Pelham. Sherlock enables users to track the details and locations of items, as well as how long they have been in the LPO. It has been in use since the early 2000s and needs replacing.
CPV: Database and operating software package · IT services: consulting, software development, Internet and support · Library software package · Miscellaneous software package and computer systems · Networking, Internet and intranet software package · Software package utilities
The lotProcurement structure
single lot · no lot value publishedLot #1Transport for London are looking to run a market engagement exercise with potential…Planned
Transport for London are looking to run a market engagement exercise with potential suppliers for the Lost Property Office System Software Replacement. In the coming weeks those who express their interest may be invited to take part in a Market Sounding Questionnaire. Following the Market Sounding Questionnaire TfL may invite selected suppliers to give demonstrations and have 1-2-1 discussions to affirm our requirements.
These sessions are would be used solely for market engagement purposes, They would not impact any tender result should TfL host these sessions and these will not be evaluated. Additional information: The following are the business drivers for this initiative:
- TfL able to continue to meet their legal requirements. If the system should suffer a critical failure its obsolescence would severely delay recovery time and may prevent recovery all together.
- Improved efficiency for all users including automated functionality and the reduction of current manual duplicated processes.
- Ability to manage and track an item from the time it is handed to a TfL staff member till it is paid for and returned (or till it is disposed at the end of the waiting period).
This Prior Information Notice is issued solely for the purpose of conducting a market engagement exercise and does not constitute any commitment by TfL to undertake any public procurement exercise in the future.
TfL will manage the early market engagement process in an open and transparent manner to maximise the possible benefits. Direct or indirect canvassing of any Transport for London employee or agent by any supplier concerning this requirement, or any attempt to procure information from any TfL employee or agent concerning this PIN outside of the formal process described in this document may result in the disqualification of the supplier from consideration of any future procurement activity.
TfL will not enter into a contract based solely on the responses to this PIN and no information contained in this document or in any communication made between TfL and any supplier in connection with this shall be relied upon as constituting a contract, agreement or representation that any contract shall be offered in accordance with this PIN.
TfL is under no obligation to follow up this market engagement exercise in any way or with any interested parties. TfL is not liable for any costs, fees or expenses incurred by any party participating in this market engagement exercise. TfL cannot guarantee it will incorporate all or any feedback received into any subsequent procurement.
Procedure terms & legal framework
From the official record · publisher note attached- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Services
- Notice status
- Past planning notice
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Unspecified in notice
- First published
- 1 Feb 2021, 15:56 GMT
- Last source update
- 1 Feb 2021, 15:56 GMT
- Authority reference
DN520129- FTS notice number
2021/S 000-001956- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-028efaFind a Tender
Publisher note: This Prior Information Notice is issued solely for the purpose of conducting a market engagement exercise and does not constitute any commitment by TfL to undertake any public procurement exercise in the future. TfL will manage the early market engagement process in an open and transparent manner to maximise the possible benefits. Direct or indirect canvassing of any Transport for London employee or agent by any supplier concerning this requirement, or any attempt to procure information from any TfL employee or agent concerning this PIN outside of the formal process described in this document may result in the disqualification of the supplier from consideration of any future procurement activity. TfL will not enter into a contract based solely on the responses to this PIN and no information contained in this document or in any communication made between TfL and any supplier in connection with this shall be relied upon as constituting a contract, agreement or representation that any contract shall be offered in accordance with this PIN. TfL is under no obligation to follow up this market engagement exercise in any way or with any interested parties. TfL is not liable for any costs, fees or expenses incurred by any party participating in this market engagement exercise. TfL cannot guarantee it will incorporate all or any feedback received into any subsequent procurement.
How it was run
Official notice- Submission deadline
- —
Timeline
1 Feb 2021 → 31 May 2021 · 2 dates- Notice published1 Feb 2021, 15:56 GMT
- Tender notice expected31 May 2021, 00:00 BST
Commercial outcome & contract awards
Pipeline notice- Awards (0)
- No award published
- Contracts (0)
- No contract published
- Bid statistics
- No aggregate bid statistics published
Contracting authority & participating public bodies
Official documents & specifications
Official links; attachments are not copiedNo document links were published on the notice.